HomeMy WebLinkAbout20183410.tiffCor)*vaft ILG
BOARD OF COUNTY COMMISSIONERS
PASS -AROUND REVIEW
PASS -AROUND TITLE:
DEPARTMENT:
PERSON REQUESTING:
Professional Services to upgrade ApplicationXtender Software
Information Technology
Ryan Rose
?Th
DATE: 3/5/24
Brief description of the problem/issue:
Weld County uses software called ApplicationXtender to scan and access documents that are critical for ongoing county business. There is a new
version of the software, and this agreement establishes professional services from the software vendor to assist Weld County in updating the sofware
version. The agreement has been reviewed by the County Attorney's office, and is budgeted for in the current IT Project portofolio for fiscal year 2024.
What options exist for the Board?
1) Approve existing agreement to upgrade software
2) Schedule work session to discuss
Consequences:
Operationally criticaly software
Impacts:
Current software versions
Cost (Current Fiscal Year/Ongoing or Subsequent Fiscal Years:
one time investment of $13,280 which was approved as part of the 2024 IT Project Portfolio (IT -1537)
Recommendation:
It is the recommendation of the Department of Information Technology to approve this agreement.
Perry L. Buck, Pro -Tern
Mike Freeman
Scott K. James
Kevin D. Ross, Chair
Lori Saine
comon+-11
3/1?s/N)
dix
Support Recommendation Schedule
Place on BOCC Agenda Work Session Other/Comments:
971)44.-{- (D)
c_3)/p
001g-3110
L[0001
ev slut ion
Datd Systems
Scope of Work
System Upgrades
This Scope of Work must be completed, signed, and submitted to Revolution Data Systems LLC
before any consulting or professional services will be staffed or scheduled.
Weld County Government, Colorado, and Revolution Data Systems
Customer
Information
Billing
Information
Location
Information
Company:
Weld
County
Government
Company:
Weld
County
Government
Address:
1401
N.
17th
Avenue
Address:
1401
N.
17th
Avenue
Greeley,
CO 80631
Greeley,
CO 80631
Contact:
Jacob
Mundt
Contact:
Jacob
Mundt
Phone:
970-356-4000
Phone:
970-356-4000
Email:
jmundt@weldgov.com
Email:
jmundt@weldgov.com
Work
Description:
ApplicationXtender
System
Upgrades
—Test/Dev,
DA and
County
Environments
Objective:
Government,
Colorado
(Weld
County),
has engaged
Revolution
Data
Systems (RDS)
to
perform
Weld
County
the
upgrades
of
the
ApplicationXtender
(AX) systems
to the
current version AppEnhancer
(AE)
23.3
for
both
the
DA and
Countywide
system environments
including
Test/Dev.
Requirements:
provide
release
notes,
which
include
system
requirements,
to Weld
County
before
install
date
•
RDS
will
and
will
validate
the
proper
requirements
are met
for upgrading
the
environments
to version 23.4
• Weld
County
is in a VMware
environment
• Weld
County
will
ready
new Windows
2022 Servers
for each
AE system
environment
o
o
o
Test/Dev
DA
Countywide
(all
components
on one server)
•
RDS
will
install
AE
23.4 in
the new environments
The
following
modules
will
be installed
on
the
new AX Servers: AX Admin,
AX
Desktop,
AX
Render
Server, AX WebAccess.Net,
AX Web
Services, AX
ReST
Services, and
AX
License Server
• Weld
County
will
also
ready
new Windows
2019
xPlore
servers in
their VM
environment
RDS
will
upgrade
xPlore
Full
Text
for each
environment
•
RDS
will
assist
with
creating
a text
AE
DB
in Weld
County's
existing
SQL
2019
Server
This will
allow
Weld
County
to run a
parallel
test
system
before
cutover
to
production
• Image
store
will
remain on
the
Isilon
cutover
RDS
will
work
with
Weld
County
to detach
and
re -attach
image store
to new AE
servers on
•
RDS
will
provide a WebAX
Quick
User guide
for version 23.4
•
RDS
will
provide up
to one (1)
hour System
Administrator
and
up
to one (1)
hour
User
Training
RDS Confidential
14i. 2023
SOW Version: 1.0
Assumptions:
• Hardware costs (servers, workstations, scanners, etc.) or environment resources (server OS, database
software, etc.) are not included as part of this SOW and are the responsibility of Weld County
• Weld County will have appropriate technical resource available to work with RDS systems engineer for
the duration of this project
• Weld County will provide remote access to the system for RDS systems engineer to perform the upgrade
activities (preferably VPN)
• Trainees will be available at the scheduled time of training without distraction of other duties
• Production cut -over will be coordinated to minimize normal business hours down time
• Weld County will be responsible for updating any custom services, custom code, or third -party software
• Well County will be responsible for pointing Grooper users to the new ApplicationEnhancer servers
• SOW pricing valid for ninety (90) days
• Invoice terms are net thirty (30) days
• Services will be provided remotely
Fees and Schedule:
Overage Change Order will be initiated, if Project $13,280.00
Fees required TOTAL
Work is quoted on a project -fee basis and is determined by the requirements and assumptions described
above. Should requirements or assumptions change, adding additional effort, then a Change Order for the
project will be generated with the associated level of effort and signed by both parties.
Please email this completed document, along with your purchase order, to the attention of:
Steve Nimon, Enterprise Solution Consultant
Email: snimon@revolutiondatasystems.com
CC: William Collins at wcollins@reovlutiondatasystems.com
Scope of Work approval b • t authorized agent
By:
Printed:
Title:
Date: March 18, 2024
PO #:
Q.
Kevin D. Ross
Chair, Weld County Board of Commissioners
(if required)
ao 1g-3(110
Contract Form
Entity Information
Entity Name* Entity ID*
REVOLUTION DATA SYSTEMS LLC @00040168
Contract Name*
UPGRADE OF APPXTENDER SOFTWARE
Contract Status
CTB REVIEW
Q New Entity?
Contract ID
7910
Contract Lead *
JMUNDT
Contract Lead Email
jmundt@co.weld.co.us
Contract Description*
UPGRADE OF APPXTENDER SOFTWARE TO CURRENT VERSION
Contract Description 2
Contract Type*
AGREEMENT
Amount*
$13,280.00
Renewable*
NO
Automatic Renewal
Grant
IGA
Department
INFORMATION
TECHNOLOGY-GIS
Department Email
CM-
InformationTechnologyGI
S@weldgov.com
Department Head Email
CM-
InformationTechnologyGI
S-
DeptHead@weldgov.com
County Attorney
GENERAL COUNTY
ATTORNEY EMAIL
County Attorney Email
CM-
COUNTYATTORNEY@WEL
DGOV.COM
Parent Contract ID
Requires Board Approval
YES
Department Project #
Requested BOCC Agenda Due Date
Date* 03/07/2024
03/11/2024
Will a work session with BOCC be required?*
NO
Does Contract require Purchasing Dept. to be
included?
If this is a renewal enter previous Contract ID
If this is part of a MSA enter MSA Contract ID
Note: the Previous Contract Number and Master Services Agreement Number should be left blank if those contracts
are not in OnBase
Contract Dates
Effective Date
Termination Notice Period
Contact Information
Review Date*
12/31/2024
Committed Delivery Date
Renewal Date
Expiration Date*
12/31/2024
Contact Info
Contact Name Contact Type Contact Email Contact Phone 1 Contact Phone 2
Purchasing
Purchasing Approver Purchasing Approved Date
CONSENT 03/13/2024
Approval Process
Department Head Finance Approver Legal Counsel
RYAN ROSE CONSENT CONSENT
DH Approved Date Finance Approved Date Legal Counsel Approved Date
03/13/2024 03/13/2024 03/13/2024
Final Approval
BOCC Approved Tyler Ref #
AG 031824
BOCC Signed Date Originator
JMUNDT
BOCC Agenda Date
03/18/2024
MEMORANDUM
TO: Esther Gesick, Clerk to the Board April 22, 2019
FROM: Ryan Rose, Chief Information Officer
SUBJECT: Revolution Data Systems, LLC SOW
Revolution Data Systems, LLC provides annual support for Weld County's
AppXtender imaging environment. The software is used by multiple departments
within the County for their imaging needs. The attached request is for professional
assistance with applying an upgrade to the environment. The requested amount is
$3,960.00 for the services. This has been reviewed by legal and was budgeted for
in the approved project budget.
We ask that the BOCC approve the agreement as submitted.
CC:
a9 -i9
1
if„.13-/
owi- 3 1O
ZT0007
BOARD OF COUNTY COMMISSIONERS
PASS -AROUND REVIEW
PASS -AROUND TITLE: Revolution Data Systems, LLC SOW
DEPARTMENT: Information Technology
PERSON REQUESTING: Ryan Rose sr
DATE: 3/25/19
Brief description of the problem/issue:
Revolution Data Systems, LLC provides annual support for Weld County's Appxtender imaging environment,
The attached request is for professional assistance with applying an upgrade to the environinenL. This expel
was planned for in the 2019 budgeting process.
What options exist for the Board? (include consequences, impacts, costs, etc. of options)
This provider specializes in selling and supporting this software. In order to remain current with our support* it
is recommended that we upgrade.
Recommendation:
Legal has reviewed and approved this agreement and it was budgeted in the project cost. We recommend, the
Board approve the request for the amount of $3,960.00_
Sean P. Conway
Mike Freeman, Pro -Tern
Scott K. James
Barbara Kirkmeyer, Chair
Steve Moreno
Approve
Recommendation
Schedule
Work Session
Other/Comments:
CONTRACT AMENDMENT BETWEEN
WELD COUNTY AND REVOLUTION DATA SYSTEMS, LLC
This Amendment ( "Amendment") is made to the Agreement between Weld County ("County") and Revolution Data
Systems, LLC ("Contractor") on November 21, 2018 ("Agreement").
WHEREAS the parties entered into the Agreement identified by the Weld County Clerk to the Board of County
Commissioners as document No. 2018-3410, approved on 11/2112018.
WHEREAS the parties hereby agree to extend to amend the Agreement, which is incorporated by reference herein, as well
as the terms provided herein.
NOW THEREFORE, in consideration of the premises, the parties hereto covenant and agree as follows:
The parties agree to add the attached Statement of Work to the scope of services provided under the Agreement, and
increase the compensation to be paid under the Agreement by $3960.00.
• This Amendment, together with the Agreement constitutes the entire understanding between the parties. All other terms
and conditions of the Original Agreement remain unchanged.
IN WITNESS WHEREOF, the parties hereto have duly executed the Agreement as of the day, month, and year first above written.
BOARD OF COUNTY COMMISSIONERS
WELD COUNTY, COLORADO
Mike Freeman, Chair Pro-Tem
€
ATTEST:
Weld oulerk • :°. e Bo: rd
BY:
P
Deputy Cler , the oard
Re
Statement of Work - Summary
This Statement of Work must be completed, signed, and submitted to Revolution Data Systems
LLC before any consulting or professional services will be staffed or scheduled.
Statement of Work
between Revolution Data Systems and Weld County Government
Company:
..Address.:
Customer Information
Billie information
Weld County Government
1401 N. 17th Avenue
Greeley, CO 80631
Company:
Address:
Location Information
Weld County Government
1401 N. 17th Avenue
Greeley, CO 80631
Contact:
'hone:.
Email:
Mary Truslow
970-400-2518
m trusiow@wthigov.com
Contact: 1 Mary Truslow
Phone.
Email:
970-400-2518
rntrusIow@weidgov.cor
Work Description: ApplicationXte der System Upgrade — 2Ud Environment
Objective:
Weld County Government, Colorado (Weld County) has engaged Revolution Data Systems (RDS) to perform the
upgrade of the ApplicationXtender (AX) system version 8.172 to the current version 16.3.
Requirements:
RDS Technical Services will provide the following services:
• Validate the proper requirements are met for upgrading AX 8.172 to the current version, 16.3
• Release notes, which include system requirements, provided to Weld County before install date
• Weld County will ready a new Windows 2016 AX server in their VM environment
• Weld County has 3 servers: AX -Web, Index and xPlore in the AX 8.172 production environment
® Weld County also has a Test environment that RDS will upgrade as part of this SOW
• RDS will install AX 16.3 in the new environment_ The new install will include the following modules on
the AX Server: AX Admin, AX Desktop, AX Render Server, AX WebAccess.Net, and AX License Server.
• RDS will migrate and upgrade the SQL server environment to 2016. Activities include: backing up the
DBs, restoring the DBs on the new server, truncating the necessan/ tables, and upgrading both DBs for
this project.
• Imagestore will remain on the Islion. RDS and Weld County will attach Imagestore to new AX server on
cutover
• RDS will assist in upgrading up to five (5) AX Document Manager installs
• Provide a WebAx Quick User guide for version 16.3
• Provide one (1) hour System Administrator and one (1) hour User Training
• Weld County will ready a new Windows 2016 xPlore server in their VM environment
• Install and configure xPlore full text server. on a dedicated Weld County Windows 2016 xPlore server
Assumptions:
_on s i(-ies tlit?
d
Weld County Government
Professional Services
r-ngagemerit
wa»..1411 It li=01- M...m wowrtazo*O1C- ttala r lYiltas.rxa+ - til
March 20, 2019
SOW Version: 2.'l-
w»u.w,w.N.wnwwvaw.n
a Client will have someone available to work with RDS engineer for the duration of this project
RDS will fully test the system and make sure that all modules are working without error
Services will be provided remotely. If onsite services are required, RDS will provide Weld County with a
travel and expenses quote.
Estimated
$3960.00' Travel and N/A
•...rnYM.tiT.Masnses
'.y(.MMRNtfM'4.N4+I+-
$225 per hour's sti e d
TOTAL X3960.00
Work is quoted on a project -fee basis and is determined by the requirements and assumptions described
above. Applicable Administrative and Project Management fees are included.
*Should requirements or assumptions change, adding additional effort to the project, the per hour labor fee
will apply. This will be communicated to Weld County prior to any additional expenses being incurred.
NOTE: If changes are significant, then a Change Order for the Project will be drafted with the associated level
of effort and signed by both parties.
Please email this completed document, along with your purchase order, to the attention of:
William Collins, Director of Technical Services
Email: wco _1t s@ rev'oluti adatasv te. s.cOm
CC: Jan Frigo at j&igo(eovi uti ondatas sLe its,*c
Statement of work approval by client authorized agent
By:
Printed:
Title:
Date:
=� rkd k
Mike Freeman
Chair Pro-Tem, County Commissioners
04/29/2019
d
i
Li
p'.ti
r� a
4 as Sr
RDS Confidential Page 2 of 2
20,re
MEMORANDUM
1P'atifa,
TO: Esther Gesick, Clerk to the Board Feb 14, 2019
FROM: Ryan Rose, Chief Information Officer rK
SUBJECT: Revolution Data Systems, LLC Statement Of Work
Revolution Data Systems, LLC provides software maintenance to Weld County.
The software is used by the District Attorney's Office for their historical imaging
needs. The attached agreement between the Board Of County Commissioners and
Revolution Data Systems, LLC is for assistance with performing an upgrade to the
AppXtender application. The requested amount is $3,960.00. The cost was
budgeted for in the 2019 project process.
We ask that the BOCC approve the agreement as submitted.
1
a4() -/Z(,)
BOARD OF COUNTY COMMISSIONE S
PASS -AROUND REVIEW
PASS -AROUND TITLE: Revolution Data Systems SOW
DEPARTMENT: Information Technology
PERSON REQUESTING: Ryan Rose
DATE: 2/8/19
Brief description of the problem/issue:
Revolution Data Systems provides annual support for1Weld County's AppXtender imaging environment. The
attached request is for professional assistance with applying an upgrade to the environment. This expense was
planned for in the 2019 budgeting process.
What options exist for the Board? (include consequences, it r pacts, costs, etc. of options):
This provider specializes in selling and supporting this software. Because the existing version is being sunset, it
is recommended that we upgrade to remain on a supported version.
Recommendation:
Legal has reviewed and approved this agreement and it was budgeted for fiscal 2019. We recommend the
Board approve the request for $3,960.00.
Sean P. Conway
Mike Freeman, Pro-Tem
Scott K. James
Barbara Kirkmeyer, Chair
Steve Moreno
Approve
Recommendation
Schedule
Work Session
Other/Comments:
CONTRACT AMENDMENT BETWEEN
WELD COUNTY AND REVOLUTION DATA SYSTEMS
This Amendment ("Amendment") is made to the Agreement between Weld County ("County") and Revolution Data
Services ("Contractor") on November 21, 2018 ("Agreement").
WHEREAS the parties entered into the Agreement identified by the Weld County Clerk to the Board of County
Commissioners as document No. 20183410, approved on November 21, 2018.
WHEREAS the parties hereby agree to amend the Agreement, which is incorporated by reference herein, as well as the
terms provided herein.
NOW THEREFORE, in consideration of the premises, the parties hereto covenant and agree as follows:
• The parties agree to add the attached Statement of Work to the scope of services provided under the Agreement, and
increase the compensation to be paid under the Agreement by $3960.00.
• This Amendment, together with the Agreement, constitutes the entire understanding between the parties. All other terms
and conditions of the Original Agreement remain unchanged.
IN WITNESS WHEREOF, the parties hereto have duly executed the Agreement as of the day, month, and year first above written.
CONTRACTOR:
Jan Frigo, Revolution Data Systems
Pl ame
Sigre
BOARD OF COUNTY COMMISSIONERS
WELD COUNTY, COLORADO
Barbara Kirkmeyer, Char FE3' 2 0 201
ATTEST'
Wel
BY
da.4.4) Jeep;
Deputy Cle to the Board
oto7U - IL1O
I -
vTIUiiOfl
Statement of Work - Summary
This Statement of work must be completed, signed, and submitted to Revolution Data Systems
LLC before any consulting or professional services will be staffed or scheduled.
Statement of work
between Revolution Data Systems and Weld County Government
Customer information
Billing Information
Company: I Weld County Government
Address:
Company:
1r+rwnw+.• ••
1401 N. 17th Avenue
Greeley, CO 80631
Contact: I Mary Truslow
Phone: 970-400-2518
Email: mtruslow@weldAov.com
11
.wigW'nsYWM4e
Work Description: ApplicationXtender System Upgrade
Objective:
Weld County Government, Colorado (Weld County) has engaged Revolution Data Systems (RDS) to perform the
upgrade of the District Attorney's ApplicationXtender (AX) system to the current version 16.3.
Address:
Location Information
Weld County Government
1401 N. 17th Avenue
Greeley, CO 80631
Contact: Mary Truslow
Phone: 970-400-2518
Email: mtruslow@weldgovoom
Requirements:
RDS Technical Services will provide the following services:
® Validate the proper requirements are met for upgrading AX 7.x to the current version, 16.3
Release notes, which include system requirements, provided to Weld County before install date
Weld County will ready a new Windows 2016 AX server in their VM environment
RDS will install AX 163 in the new environment. The new install will include the following modules on
the AX Server: AX Admin, AX Desktop, AX Render Server, AX WebAccess.Net, and AX License Server.
RDS will migrate and upgrade the District Attorney and County Attorney SQL server environment to
2016. Activities include: backing up the DBs, restoring the DBs on the new server, truncating the
necessary tables, and upgrading both DBs for this project.
® Imagestore will remain on the Isilon. RDS and Weld County will attach Imagestore to new AX server on
cutover
a RDS will assist in upgrading up to five (5) AX Document Manager installs
Provide a WebAx Quick User guide for version 163
® Provide one (1) hour System Administrator and one (1) hours User Training
Weld County will ready a new Windows 2016 xPlore server in their VM environment
® Instal0 and configure xPlore full text server. on a dedicated Weld County Windows 2016 xPlore server
Assumptions:
Client will have someone available to work with RDS engineer for the duration of this project
• RDS will fully test the system and make sure that all modules are working without error
J
Services will be provided remotely. If onsite services are required, RDS will provide Weld County with a
travel and expenses quote.
Fees and Schedule:
Project
Estimate
Overage
Labor Fee
$3960.°°
$225 per hour*
Estimated
Travel and
Expense
Estimated
TOTAL
N/A
$396O°Oo
Work is quoted on a project -fee basis and is determined by the requirements and assumptions described
about Applicable Administrative and Project Management fees are included.
*Should requirements or assumptions change, adding additional effort to the project, the per hour labor fee
will apply. This will be communicated to Weld County prior to any additional expenses being incurred.
NOTE: If changes are significant, then a Change Order for the Project will be drafted with the associated level
of effort and signed by both parties.
Please email this completed document, along with your purchase order, to the attention of:
William Collins, Director of Technical Services
Email: vcall%r�: ( re •o u(onc! it; sys e scorn
CC: Jan Frigo at j 1 r 0 @re)V l ithillSiaSYStajta.CO111
Statement of y client authorized agent
By:
Printed:
Title:
Date:
Barbara Kirkmeyer
Chair, Board of Weld
County Commissioners
02._120/2019
02oi8- o3�io
Standard Software Support
Service
This document describes the terms and conditions of Standard Software Support
Services n:
Revolution OS Systems, LLC
10101 Hwy Mk Suite C
AMU Springs, LA 70420
Phone: (185)881-0091
Fax: (908) 8884092
Hereafter referred ts evoiuti n yst mC end:
Weld County, Colorado
Hereafter referred to as the ' tlienr.
a
(AD)
C
y
RAC _
.r g
1. Revolution Data Systems S:, r;_vt�arSuppfd consists of onsit , telephone, e-mail,
and remote access (VPN, GroMeeting, etc.) Software Support calls.
2. Basic Technical Support will be provided to Client only if Client is authorized to
receiveUpdates and is current on all payments due to Revolution Data Systems,
as applicable. Client requested visits to Client's site by Revolution Data Systems
not included in the scope of support under these Terms and Conditions and will be
charged separately at the then -current rate, plus living and travel expenses.
3. For all Software Support services provided by Revolution Data Systems that are
not covered in this document, whether provided in person, by telephone or by other
remote access options, Revolution Data Systems will present Client with a
Statement of Work detailing proposed services and associated costs.
e l 0f 8 Version 2.1
(B ) REVOLUTION DATA SYSTEMS RESPa ;3t I rnES
1 For Basic Technical Support, Revolution Data Systems will receive and track
problems from authorized Technical Contact(s) via telephone, email, or onsite
visits Revolution Data Systems will use commercially reasonable efforts to
provide Technical Contact(s) with Technical Support consisting of telephone
assistance, e-mail, remote access (VPN, GoToMeeting, etc ), and access twenty-
four (24) hours per day, seven (7) days per week to web -based self-help and other
web -based resour T s
• Service Level Objectives During the Term of Maintenance hereunder,
Revolution Data Systems will use commercially reasonable efforts to meet the
following service level objectives and response times
Seventy
1
Initial
Callback
2 hours or Severe problem preventing customer from , Daily
less performing critical business functions
• Production data corruption (data
loss, ±>= a unavailable)
• Production System crash or hang
• Production System significantly
impacted
• Production System and/or data is at
high nsk of potential loss or
Interruption
• Production System workaround is
uired immediate[
Customer able to perform job function, but
performance is degraded or severely limited
• Production System adversely impacted
• Non -Production data corruption (data
loss, data unavailable)
• Non -Production System crash or hang
• Non -Production System and/or data is at
high risk of potential loss or interruption
• Non -Production System workaround is
required immediately
• Test and/or Development System is
inoperative
Customer performance or lob function is largely
unaffected
• Production, Test, or Development
System has encountered a non -critical
problem or defect and/or question have
ansen re ! ardin• •; roduct use
Definition
Contact Problem
Frequency Resolution
Minimal System impact Includes feature
requests and other non-cntical questions
• No customer business impact
• for enhancements
Continuous
Iness
Days
Continuous
Business
Days
As Required
Business
Days
As Required
Business
Days
Page 2 of S
Version 2 1
2 Revolution Data Systems does not support (I) modified or damaged Software or
any portion of the Software incorporated with or into other software, (ii) Software
that is not the then -current release or the immediately previous sequential minor
release Software versions older than the previous minor release, but are still
supported by the manufacturer, may still be supported upon the discretion of
Revolution Data Systems, (m) problems caused by Client's negligence, abuse or
misapplication, use of the Software other than as is specified in the applicable user
documentation, or other causes beyond the control of Revolution Data Systems,
or (iv) problems caused by any hardware or software that is not supported by
Revolution Data Systems Revolution Data Systems will not be responsible for the
cost of any changes to Client's hardware or software which may be necessary to
use the Software due to a Workaround or Update
3 Updates to the Software are available to the Client upon payment of the Client's
annual maintenance fee to Revolution Data Systems, as they become available,
dunng the Term of Client's authorized administrative contact Revolution Data
Systems does not cover software installations or version upgrades performed by
end user personnel unless previously approved in writing by the management of
Revolution Data Systems Technical Support Department Installation of updates
or version upgrades can be purchased based on the prevailing daily rate of
Professional Services A Statement of Work (SOW) will be presented to the Client
with a summary of tasks and associated charges before any work commences
4 Support for Workflow products is strictly limited to the support of the functionality
of the software All support for workflow maps and coding/programming is
considered a billable support call, and a purchase order must be provided prior to
the commencement of this type of support This support can be purchased based
on the prevailing daily rate of Professional Services A Statement of Work (SOW)
will be presented to the Client with a summary of tasks and associated charges
before any work commences
5 It is at the sole discretion of Revolution Data Systems to decide when a support
call becomes a billable PS event
(C.) CLIENT RESPONSIBILITIES
I The Client understands and agrees that proper operation of the system is
dependent on their having a properly configured computer and operating system,
a compatible data/image format conforming to commonly accepted industry
standards, properly connected and compatible input cables, and adherence to the
minimum configurations set forth in the System Proposal or recommended by the
software developer
2 Client agrees to ensure that they perform regular System backups
Page 3 of 8 Version 21
3 Client agrees to ensure that Technical Contacts be trained and knowledgeable in
the use of all applicable Software and keep such Technical Contacts trained in all
current releases of the Software
4 Subject to the Clients reasonable security requirements, Client agrees to provide
Revolution Data Systems with access to and use of all information and system
facilities, including user IDs and passwords, as reasonably determined necessary
by Revolution Data Systems to provide timely support pursuant to the terms herein
5 Revolution Data Systems Software Support does not include customization,
application design/setup, or programming If furnished, support of the
aforementioned items will be invoiced at Revolution Data Systems then current
rates for such services
6 Existing or Buyer supplied Hardware/Software must be in good working condition
on the commencement date of Revolution Data Systems Software Support and
throughout the coverage penod
(D ) CLIENT NO'TIFICA►TIOs+! PROCEDURES
I In the event of a System malfunction, the Client shall document and make available
any error messages or codes generated by the System This documentation shall
be maintained by the Clients authorized technical point of contact The
documentation must be kept at the Client's location for reference
2 Once the Client has determined that Revolution Data Systems Software Support
may be necessary, Client will contact Revolution Data Systems and request
system support The Client will need to provide the System Serial Numbers (if
applicable), a complete and concise description, including ail pertinent details of
the problem, software product name and version, and relevant operating system
or platform information, as well as what activities were being performed prior to the
malfunction, and what, if any, corrective action was taken by the Client
(E.) SPECIFIC EXCLUSIONS
The following items are specifically excluded from the terms and conditions stated in
this document, and the responsibility for performing these functions rests solely with
the Client
I HARD DISK Disk surface test and integrity analysis, Disk defragmentation,
Virus scanning and protection
2 TAPE DRIVE Head Cleaning, Head Cleaning Kit
3 DATABASE INTEGRITY Routine database or index file rebuilds, database
restoration from backup source
Page 4 of 8 Version 2 1
4 BACKUP OF DATA, IMAGES, PROGRAMS, SYSTEM FILES Performing
regular backups to tape or optical, as applicable, Testing the integrity of the
backup media and data/images, as well as the System's ability to restore data
from a backup source, Safe and proper storage of the backup media
5 The terms and conditions set forth in this document do not cover data entry or
recovery, database editing or recovery, image recovery, or index rebuilds
beyond the initial installation and testing period
6 The terms and conditions set forth in this document do not cover software
installations or version upgrades performed by end user personnel unless
previously approved in writing by the management of Revolution Data Systems
Technical Support Department
7 The ,terms and conditions set forth in this document do not cover service,
repairs, parts or travel necessary because of accident, misuse, modification,
abuse, neglect, theft, vandalism, electrical power failure or fluctuation,
alteration, fire, water or other casualty, acts or omissions in performance by
non -Revolution Data Systems personnel, malfunctions of parts, attachments or
programs not supplied and installed by Revolution Data Systems, aging,
obsolete or incompatible Hardware or Software not supplied and installed by
Revolution Data Systems, or the use of inferior or incompatible parts or
supplies as determined by Revolution Data Systems
8 The terms and conditions set forth in this document do not cover storage media,
including but not limited to, optical disks, CD's, disks, tapes, etc
9 The terms and conditions set forth in this document do not cover new feature
requests of custom Revolution Data System's code which were not part of the
initial requirements with the Client and Revolution Data Systems
10 The terms and conditions set forth in this document do not cover modifying
features of custom Revolution Data System's code that is already deployed, in
production, and has been signed -off as complete by the Client
(F.) GENERAL
I Revolution Data Systems Software Support term is 12 (twelve) months from
the support anniversary date Revolution Data Systems will send a renewal
reminder to the Client that includes the charge for the next 12 (twelve) month
period at the then prevailing rate This renewal will also serve as an invoice if
Client chooses to renew support
Page 5 of 11 Version 2 1
2 Revolution Data Systems Software Support is not assignable and may be
canceled by Revolution Data Systems upon written notice to the Client if the
System is sold, leased, moved or transferred to another location or entity
3 The terms and conditions set forth in this document constitute Revolution Data
Systems Software Support with respect to the subject matter hereof, and no
representation, either wntten or oral, will be of any force or effect unless
specifically set forth in these terms and conditions No amendment or waiver of
these terms and conditions may be made except in wnting
4 Revolution Data Systems will not be responsible for delays or inability to service
caused, directly or indirectly, by stnkes, accidents, climactic conditions, or other
reason of a like or dissimilar nature beyond its control In no event will
Revolution Data Systems be liable for loss of profits or special, indirect or
consequential damages arising from use of, or inability to use the System or
related documentation
5 The offering of Revolution Data Systems Software Support, in and of itself is
no guarantee that the System is suitable for the Customer's purposes, or
whether the System will achieve the Customer's intended results This
paragraph is not intended to diminish or alter any representations or warranties
with respect to the performance, ownership or design of the System, or support
of the software made elsewhere in these terms and conditions or otherwise by
Revolution Data Systems
6 Revolution Data Systems liability in case of non-performance herein will be
limited to the Annual Software Maintenance Renewal Charge
7 Revolution Data Systems custom code/applications/APIs created as a specific
deliverable, usually done in accordance with a mutually approved Statement of
Work between Revolution Data Systems and Client
a Revolution Data Systems will support custom code/applications/APIs
written by Revolution Data Systems The Revolution Data System's
support/development team will work to resolve issues until the problem
is resolved following the Service Level Objective guidelines in section
(B)1 of this document
b Revolution Data Systems will support revising minor custom code
changes of custom code/applications/API integrations when the Client
upgrades the host application, provided that code changes do not
constitute a "major" re -write in order for the integration to function
properly Whether a host application manufacturer has enacted a major
rewrite will be discussed jointly between Revolution Data Systems and
Client, however, the final determination will be at the sole discretion of
Revolution Data Systems Examples of minor code revisions include,
Page 6 of 6 Version 2 1
but are not limited to: Parameter changes, database changes, website
page modifications, and/or URL changes,
c, Revolution Data System's will support revising minor custom code
configurations of Revolution Data custom code integrations where Client
environment changes must be performed and will prevent the custom
integration from working property. Client Environment changes may
include, but are not limited to: OS updates, firewall and/or security
changes.
(C.) PROCEDURES
1. Payment of Revolution Data Systems Software Support charge entitles the
Client to contact a trained Revolution Data Systems Software Support
representative with questions regarding our products. Our courteous support
team may be reached via telephone and e-mail.
2. Every Client with an active Revolution Data Systems Software Support contract
may request upgrades within the then current yearly term.
3. Revolution Data Systems Software Support Services: When contacting
Revolution Data Systems Support Services department, please be sure to have
the following information: company name, the product in question, the product
version you are using, and the nature of issue you are experiencing.
4. Normal Technical Support Hours of Operation is defined as Monday thru
Friday, excluding holidays, between 7:00AM and 6:00PM. Support during these
hours of operation is available to each Client based on the Central U.S. time
zone. Phone: (985) 888-0091.
4
5. Email: Feel free to
e-mail our support department
24 hours/ 7 days.
6. After-hours Support is defined as requested support outside of Normal
Technical Support Hours of Operation (as defined above). For after-hours
support please email " r LL we
Pp Expected
response time is within two hours of the initial email to Revolution Data Systems
Client Support Services. Revolution Data Systems Client Support Services
department reserves the right to reconsider the severity of the after-hours
support issue and determine if the issue is an emergency. If it is not considered
an emergency, a return call during Normal Technical Support Hours of
Operation will be recommended. Afternhours support is included at no
additional charge to Client.
Page 7 of s Version 21,
7 On f i ne Services Clients with annual Revolution Data Systems Software
Support have access to support files from both the Metasource and Vendor
web/FTP sites Available files include tech notes (technical bulletins updated
monthly), product release histnesD and vain us third®party software
Software Updates All software updates are processed on a request and
receive basis Clients may contact Revolution Data Systems support
department to receive all software updates Upgrades may be downloaded
from Metasource's FTP site Clients must first call Revolution Data Systems
support team for the current password Please be able to provide an end user
company name, the software version and product senal number
9 Remote Support Revolution Data Systems strongly suggests that every Client
obtain Remote control software {t e GoToMeeting, VPN, GoToMeeting, etc)
or provide alternatoa means to use for technical assistance These products
are necessary Pn rr fr Rev`. tlutron Data Systt._ ,_.,�} v,, upport team to atilt you
remotely With Remote control software our technicians can access y ur
system directly and fix most problems with little or no user intervention It also
serves as a learning/ process since the end user sees all functions as they
occur
10 System While Revolution Data Systems can assist you with any q stion
relating to our software products, proper system maintenance by the user can
greatly improve system reliability and performance General system
maintenance should include database maintenance, preventative maintenance
of applicable hardware, and version updates of third party software with any
application se lc," packs _
S .4'
e
Pa
if
ol Version 21
MEMORANDUM
TO: Esther Gesick, Clerk to the Board Nov 16, 2018
FROM: Ryan Rose, Chief Information Officer Cak&R-s'
SUBJECT: OpenText ApplicationXtender Maintenance
Agreement for 2019
On November 7th, the Weld County BOCC awarded bid B1800148 for OpenText
ApplicationXtender maintenance contract for 2019 to Revolution Data Systems,
LLC. The software is used across multiple county departments for their imaging
needs. The attached agreement between the Board of County Commissioners and
Revolution Data Systems, LLC is for the annual maintenance for the OpenText
ApplicationXtender software. The requested amount is $33,691.62 for the
maintenance. This agreement was reviewed and approved by Legal and the cost
was budgeted for in the Information Technology department's budget.
We ask that the BOCC approve the agreement as submitted.
//-402/-/1
1
��J:Q)Lb/A2'1-01/ 4g
y�
BOARD OF COUNTY COMMISSIONERS
PASS -AROUND REVIEW
PASS -AROUND TITLE: OpenText ApplicationXtender Maintenance Agreement for 2019
DEPARTMENT: Information Technology DATE: November 7, 2018
PERSON REQUESTING: Ryan Rose gq"%iii.
Brief description of the problem/issue:
On November 7th, the Weld County BOCC awarded bid B1800148 for OpenText ApplicationXtender
maintenance contract for 2019 to Revolution Data Systems, for the amount of $33,691.62. This software is
used across multiple county departments for their imaging needs.
The attached agreement between the Board of Weld County Commissioners and Revolution Data Systems is for
the 2019 annual maintenance for this software. The agreement requires Board signature.
The agreement has been reviewed and approved by Legal.
What options exist for the Board? (include consequences, impacts, costs, etc. of options):
This provider specializes in selling and supporting this software which is utilized by various departments
including Public Works, Shefriff's Office, Motor Vehicle, Human Resources and District Attorney. The Board
awarded the bid to Revolution Data Systems. Without the agreement, there will be no maintenance on the
licenses.
Recommendation:
It is recommended that the BOCC authorize the Chair to sign the annual maintenance agreement.
Approve
Recommendation
Sean P. Conway
Julie A. Cozad
Mike Freeman
Barbara Kirkrneyer, Pro -Tern
Steve Moreno, Chair
Schedule
Work Session
Other/Comments:
REQUEST FOR BID
DATE: October 3, 2018
BID NUMBER: B1800148
DESCRIPTION: 2019 ApplicationXtender Maintenance and
Support
DEPARTMENT: Information Technology
BID OPENING DATE: October 19, 2018 10:00 AM MDT/MST
1. NOTICE TO BIDDERS:
The Board of County Commissioners of Weld County, Colorado, by and through its Chief
Information Officer (collectively referred to herein as, "Weld County"), wishes to purchase the
following: 2019 ApplicationXtender Maintenance and Support
Bids will be received at the Office of the Weld County Information Technology Department at 1401 North
17th Avenue, Greeley CO 80631 until: October 19, 2018 10:00 AM_MDT/MST.
PAGES 1 - 9 OF THIS REQUEST FOR BIDS CONTAIN GENERAL INFORMATION FOR THE
REQUEST NUMBER REFERRED TO ABOVE. NOT ALL OF THE INFORMATION CONTAINED IN
PAGES 1 - 9 MAY BE APPLICABLE FOR EVERY PURCHASE. BID SPECIFICS FOLLOW PAGE 9.
2. INVITATION TO BID:
Weld County requests bids for the above -listed merchandise, equipment, and/or services. Said
merchandise and/or equipment shall be delivered to the location(s) specified herein
Bids shall include any and all charges for freight, delivery, containers, packaging, less all taxes and
discounts, and shall, in every way, be the total net price which the bidder will expect the Weld County to pay
if awarded the bid.
You can find information concerning this request on the Bidnet Direct website at
www. bidnetdirect, corn. Weld County Government is a member of BidNet Direct. BidNet Direct is an on-
line notification system which is being utilized by multiple non-profit and governmental entities.
Participating entities post their bids, quotes, proposals, addendums, and awards on this one centralized
system.
BID REQUEST # B1800148 Page 1
Email. Emailed bids are preferred. Bids may be emailed to: mtruslow@co.weld.co.us.
Emailed bids must include the following statement on the email: "I hereby waive my right to
a sealed bid". An email confirmation will be sent when we receive your bid/proposal. If more
than one copy of the bid is requested, you must submit/mail hard copies of the bid/proposal.
2. Mail or Hand Delivery. Mailed (or hand delivered) bids should be sent in a sealed envelope
with the bid title and bid number on it. Please address to: Weld County Information Technology
Dept, ATTN: Mary Truslow, 1401 North 17th Avenue, Greeley, CO 80631.
Please call Mary Truslow at 970-400-2518 if you have any questions.
3. INSTRUCTIONS TO BIDDERS: INTRODUCTORY INFORMATION
Bids shall be typewritten or written in ink on forms prepared by the Weld County Purchasing
Department. Each bid must give the full business address of bidder and be signed by him with his
usual signature. Bids by partnerships must furnish the full names of all partners and must be signed
with the partnership name by one of the members of the partnership or by an authorized representative,
followed by the signature and title of the person signing. Bids by corporations must be signed with the
legal name of the corporation, followed by the name of the state of the incorporation and by the
signature and title of the president, secretary, or other person authorized to bind it in the matter. The
name of each person signing shall also be typed or printed below the signature. A bid by a person who
affixes to his signature the word "president," "secretary," "agent," or other title without disclosing his
principal, may be held to be the bid of the individual signing. When requested by the Weld County
Controller, Purchasing Director, or Chief Information Officer, satisfactory evidence of the authority of
the officer signing on behalf of a corporation shall be furnished. A power of attorney must accompany
the signature of anyone not otherwise authorized to bind the Bidder. All corrections or erasures shall
be initialed by the person signing the bid. All bidders shall agree to comply with all of the conditions,
requirements, specifications, and/or instructions of this bid as stated or implied herein. All designations
and prices shall be fully and clearly set forth. All blank spaces in the bid forms shall be suitably filled
in. Bidders are required to use the Proposal Forms which are included in this package and on the basis
indicated in the Bid Forms. The Bid Proposal must be filled out completely, in detail, and signed by the
Bidder.
Late or unsigned bids shall not be accepted or considered. It is the responsibility of the bidder to
ensure that the bid arrives in the Weld County Information Technology Department on or prior to the
time indicated in Section 1, entitled, "Notice to Bidders." Bids received prior to the time of opening will
be kept unopened in a secure place. No responsibility will attach to the Weld County Chief Information
Officer for the premature opening of a bid not properly addressed and identified. Bids may be
withdrawn upon written request to and approval of the Weld County Chief Information Officer; said
request being received from the withdrawing bidder prior to the time fixed for award. Negligence on
the part of a bidder in preparing the bid confers no right for the withdrawal of the bid after it has been
awarded. Bidders are expected to examine the conditions, specifications, and all instructions
contained herein, failure to do so will be at the bidders' risk.
In accordance with Section 14-9(3) of the Weld County Home Rule Charter, Weld County will give
preference to resident Weld County bidders in all cases where said bids are competitive in price and
quality. It is also understood that Weld County will give preference to suppliers from the State of
Colorado, in accordance with C.R.S. § 30-11-110 (when it is accepting bids for the purchase of any
books, stationery, records, printing, lithographing or other supplies for any officer of Weld County).
Weld County reserves the right to reject any and all bids, to waive any informality in the bids, to award
the bid to multiple vendors, and to accept the bid that, in the opinion of the Board of County
Commissioners, is to the best interests of Weld County. The bid(s) may be awarded to more than one
BID REQUEST # B1800148 Page 2
vendor
In submitting the bid, the bidder agrees that the signed bid submitted, all of the documents of the
Request for Proposal contained herein (including, but not limited to the product specifications and
scope of services), the formal acceptance of the bid by Weld County, and signature of the Chair of the
Board of County Commissioners, together constitutes a contract, with the contract date being the date
of signature by the Chair of the Board of County Commissioners
4 SUCCESSFUL BIDDER HIRING PRACTICES - ILLEGAL ALIENS
Successful bidder certifies, warrants, and agrees that it does not knowingly employ or contract with an
illegal alien who will perform work under this contract Successful bidder will confirm the employment
eligibility of all employees who are newly hired for employment in the United States to perform work
under this Agreement, through participation in the E -Verify program or the State of Colorado program
established pursuant to C R S §8-17 5-102(5)(c) Successful bidder shall not knowingly employ or
contract with an illegal alien to perform work under this Agreement or enter into a contract with a
subcontractor that fails to certify with Successful bidder that the subcontractor shall not knowingly
employ or contract with an illegal alien to perform work under this Agreement Successful bidder shall
not use E -Verify Program or State of Colorado program procedures to undertake pre -employment
screening or job applicants while this Agreement is being performed If Successful bidder obtains
actual knowledge that a subcontractor performing work under the public contract for services knowingly
employs or contracts with an illegal alien Successful bidder shall notify the subcontractor and County
within three (3) days that Successful bidder has actual knowledge that a subcontractor is employing or
contracting with an illegal alien and shall terminate the subcontract if a subcontractor does not stop
employing or contracting with the illegal alien within three (3) days of receiving notice Successful
bidder shall not terminate the contract if within three days the subcontractor provides information to
establish that the subcontractor has not knowingly employed or contracted with an illegal
alien Successful bidder shall comply with reasonable requests made in the course of an investigation,
undertaken pursuant to C R S §8-17 5-102(5), by the Colorado Department of Labor and Employment
If Successful bidder participates in the State of Colorado program, Successful bidder shall, within
twenty days after hiring a new employee to perform work under the contract, affirm that Successful
bidder has examined the legal work status of such employee, retained file copies of the documents, and
not altered or falsified the identification documents for such employees Successful bidder shall deliver
to County, a written notarized affirmation that it has examined the legal work status of such employee,
and shall comply with all of the other requirements of the State of Colorado program If Successful
bidder fails to comply with any requirement of this provision or of C R S §8-17 5-101 et seq , County,
may terminate this Agreement for breach, and if so terminated, Successful bidder shall be liable for
actual and consequential damages
Except where exempted by federal law and except as provided in C R S § 24-76 5-103(3), if
Successful bidder receives federal or state funds under the contract, Successful bidder must confirm
that any individual natural person eighteen (18) years of age or older is lawfully present in the United
States pursuant to C R S § 24-76 5-103(4), if such individual applies for public benefits provided under
the contract If Successful bidder operates as a sole proprietor, it hereby swears or affirms under
penalty of perjury that it (a) is a citizen of the United States or is otherwise lawfully present in the
United States pursuant to federal law, (b) shall produce one of the forms of identification required by
C R S § 24-76 5-101, et seq , and (c) shall produce one of the forms of identification required by
C R S § 24-76 5-103 prior to the effective date of the contract
5 GENERAL PROVISIONS
A Fund Availability. Financial obligations of Weld County payable after the current fiscal year are
contingent upon funds for that purpose being appropriated, budgeted and otherwise made
available By acceptance of the bid, Weld County does not warrant that funds will be available to
fund the contract beyond the current fiscal year
BID REQUEST # B1800148 Page 3
B Confidential Information: Confidential information of the bidder should be transmitted separately
from the main bid submittal, clearly denoting in red on the information at the top the word,
"CONFIDENTIAL " However, the successful bidder is advised that as a public entity, Weld County
must comply with the provisions of C R S 24-72-201, et seq ,the Colorado Open Records Act
(CORA), with regard to public records, and cannot guarantee the confidentiality of all documents If
Weld County receives a CORA request for bid information marked "CONFIDENTIAL", staff will
withhold any information which is clearly marked CONFIDENTIAL and submitted separately Weld
County staff will not be responsible for redacting or identifying Confidential information which is
included within the body of the bid and not separately identified
C Governmental Immunity: No term or condition of the contract shall be construed or interpreted as
a waiver, express or implied, of any of the immunities, rights, benefits, protections or other
provisions, of the Colorado Governmental Immunity Act §§24-10-101 et seq , as applicable now or
hereafter amended
D Independent Contractor: The successful bidder shall perform its duties hereunder as an
independent contractor and not as an employee He or she shall be solely responsible for its acts
and those of its agents and employees for all acts performed pursuant to the contract Neither the
successful bidder nor any agent or employee thereof shall be deemed to be an agent or employee
of Weld County The successful bidder and its employees and agents are not entitled to
unemployment insurance or workers' compensation benefits through Weld County and Weld
County shall not pay for or otherwise provide such coverage for the successful bidder or any of its
agents or employees Unemployment insurance benefits will be available to the successful bidder
and its employees and agents only if such coverage is made available by the successful bidder or
a third party The successful bidder shall pay when due all applicable employment taxes and
income taxes and local head taxes (if applicable) incurred pursuant to the contract The successful
bidder shall not have authorization, express or implied, to bind Weld County to any agreement,
liability or understanding, except as expressly set forth in the contract The successful bidder shall
have the following responsibilities with regard to workers' compensation and unemployment
compensation insurance matters (a) provide and keep in force workers' compensation and
unemployment compensation insurance in the amounts required by law, and (b) provide proof
thereof when requested to do so by Weld County
E Compliance with Law The successful bidder shall strictly comply with all applicable federal and
state laws, rules and regulations in effect or hereafter established, including without limitation, laws
applicable to discrimination and unfair employment practices
F Choice of Law Colorado law, and rules and regulations established pursuant thereto, shall be
applied in the interpretation, execution, and enforcement of the contract Any provision included or
incorporated herein by reference which conflicts with said laws, rules and/or regulations shall be
null and void
G No Third Party Beneficiary, Enforcement' It is expressly understood and agreed that the
enforcement of the terms and conditions of the contract, and all rights of action relating to such
enforcement, shall be strictly reserved to the undersigned parties and nothing in the contract shall
give or allow any claim or right of action whatsoever by any other person not included in the
contract It is the express intention of the undersigned parties that any entity other than the
undersigned parties receiving services or benefits under the contract shall be an incidental
beneficiary only
H Attorney's Fees/Legal Costs: In the event of a dispute between Weld County and the successful
bidder, concerning the contract, the parties agree that Weld County shall not be liable to or
responsible for the payment of attorney fees and/or legal costs incurred by or on behalf of the
BID REQUEST # B1800148 Page 4
successful bidder
I Disadvantaged Business Enterprises. Weld County assures that disadvantaged business
enterprises will be afforded full opportunity to submit bids in response to all invitations and will not
be discriminated against on the grounds of race, color, national origin, sex, age, or disability in
consideration for an award
J Procurement and Performance' The successful bidder agrees to procure the materials,
equipment and/or products necessary for the project and agrees to diligently provide all services,
labor, personnel and materials necessary to perform and complete the project The successful
bidder shall further be responsible for the timely completion, and acknowledges that a failure to
comply with the standards and requirements outlined in the Bid within the time limits prescribed by
County may result in County's decision to withhold payment or to terminate this Agreement
K Term: The term of this Agreement begins upon the date of the execution of this Agreement by
County, and shall continue through and until successful bidder's completion of the responsibilities
described in the Bid
L Termination: County has the right to terminate this Agreement, with or without cause on thirty
(30) days written notice Furthermore, this Agreement may be terminated at any time without
notice upon a material breach of the terms of the Agreement
M Extension or Modification: Any amendments or modifications to this agreement shall be in
writing signed by both parties No additional services or work performed by the successful bidder
shall be the basis for additional compensation unless and until the successful bidder has obtained
written authorization and acknowledgement by County for such additional services Accordingly,
no claim that the County has been unjustly enriched by any additional services, whether or not
there is in fact any such unjust enrichment, shall be the basis of any increase in the compensation
payable hereunder
N Subcontractors: The successful bidder acknowledges that County has entered into this
Agreement in reliance upon the particular reputation and expertise of the successful bidder The
successful bidder shall not enter into any subcontractor agreements for the completion of this
Project without County's prior written consent, which may be withheld in County's sole discretion
County shall have the right in its reasonable discretion to approve all personnel assigned to the
subject Project during the performance of this Agreement and no personnel to whom County has
an objection, in its reasonable discretion, shall be assigned to the Project The successful bidder
shall require each subcontractor, as approved by County and to the extent of the Services to be
performed by the subcontractor, to be bound to the successful bidder by the terms of this
Agreement, and to assume toward the successful bidder all the obligations and responsibilities
which the successful bidder, by this Agreement, assumes toward County County shall have the
right (but not the obligation) to enforce the provisions of this Agreement against any subcontractor
hired by the successful bidder and the successful bidder shall cooperate in such process The
successful bidder shall be responsible for the acts and omissions of its agents, employees and
subcontractors
O Warranty: The successful bidder warrants that services performed under this Agreement will be
performed in a manner consistent with the standards governing such services and the provisions of
this Agreement The successful bidder further represents and warrants that all services shall be
performed by qualified personnel in a professional and workmanlike manner, consistent with industry
standards, and that all services will conform to applicable specifications In addition to the foregoing
warranties, Contractor is aware that all work performed on this Project pursuant to this Agreement
is subject to a one year warranty period during which Contractor must correct any failures or
deficiencies caused by contractor's workmanship or performance
BID REQUEST # B1800148 Page 5
The bidder warrants that the goods to be supplied shall be merchantable, of good quality, and free
from defects, whether patent or latent The goods shall be sufficient for the purpose intended and
conform to the minimum specifications herein The successful bidder shall warrant that he has title
to the goods supplied and that the goods are free and clear of all liens, encumbrances, and security
interests
Service Calls in the First One Year Period The successful bidder shall bear all costs for mileage,
travel time, and service trucks used in the servicing (including repairs) of any of the goods to be
purchased by Weld County, Colorado, pursuant to this bid for as many service calls as are
necessary for the first one (1) year period after said goods are first supplied to Weld County
Bidder shall submit with their bids the following information pertaining to the equipment upon which
the bids are submitted
1 Detailed equipment specifications to include the warranty
2 Descriptive literature
P Non -Assignment. The successful bidder may not assign or transfer this Agreement or any interest
therein or claim thereunder, without the prior written approval of County Any attempts by the
successful bidder to assign or transfer its rights hereunder without such prior approval by County
shall, at the option of County, automatically terminate this Agreement and all rights of the successful
bidder hereunder Such consent may be granted or denied at the sole and absolute discretion of
County
Q Interruptions Neither party to this Agreement shall be liable to the other for delays in delivery or
failure to deliver or otherwise to perform any obligation under this Agreement, where such failure is
due to any cause beyond its reasonable control, including but not limited to Acts of God, fires, strikes,
war, flood, earthquakes or Governmental actions
R Non -Exclusive Agreement' This Agreement is nonexclusive and County may engage or use other
contractors or persons to perform services of the same or similar nature
S Employee Financial Interest/Conflict of Interest — C R.S §§24-18-201 et seq. and §24-50-507
The signatories to this Agreement agree that to their knowledge, no employee of Weld County has
any personal or beneficial interest whatsoever in the service or property which is the subject matter
of this Agreement County has no interest and shall not acquire any interest direct or indirect, that
would in any manner or degree interfere with the performance of the successful bidder's services
and the successful bidder shall not employ any person having such known interests During the term
of this Agreement, the successful bidder shall not engage in any in any business or personal
activities or practices or maintain any relationships which actually conflicts with or in any way appear
to conflict with the full performance of its obligations under this Agreement Failure by the successful
bidder to ensure compliance with this provision may result, in County's sole discretion, in immediate
termination of this Agreement No employee of the successful bidder nor any member of the
successful bidder's family shall serve on a County Board, committee or hold any such position which
either by rule, practice or action nominates, recommends, supervises the successful bidder's
operations, or authorizes funding to the successful bidder
T Severability: If any term or condition of this Agreement shall be held to be invalid, illegal, or
unenforceable by a court of competent jurisdiction, this Agreement shall be construed and enforced
without such provision, to the extent that this Agreement is then capable of execution within the
original intent of the parties
U Binding Arbitration Prohibited. Weld County does not agree to binding arbitration by any extra-
judicial body or person Any provision to the contrary in the contract or incorporated herein by
reference shall be null and void
BID REQUEST # B1800148 Page 6
V Board of County Commissioners of Weld County Approval This Agreement shall not be valid
until it has been approved by the Board of County Commissioners of Weld County, Colorado or its
designee
W Compensation Amount. Upon the successful bidder's successful completion of the service, and
County's acceptance of the same, County agrees to pay an amount no greater than the amount of
the accepted bid The successful bidder acknowledges no payment in excess of that amount will be
made by County unless a "change order" authorizing such additional payment has been specifically
approved by the County's delegated employee, or by formal resolution of the Weld County Board of
County Commissioners, as required pursuant to the Weld County Code
X Taxes: County will not withhold any taxes from monies paid to the successful bidder hereunder and
the successful bidder agrees to be solely responsible for the accurate reporting and payment of any
taxes related to payments made pursuant to the terms of this Agreement Contractor shall not be
entitled to bill at overtime and/or double, time rates for work done outside of normal business hours
unless specifically authorized in writing by County
6 INSURANCE REQUIREMENTS
General Requirements Successful bidders must secure, at or before the time of execution of any
agreement or commencement of any work, the following insurance covering all operations, goods or
services provided pursuant to this request Successful bidders shall keep the required insurance
coverage in force at all times during the term of the Agreement, or any extension thereof, and during any
warranty period The required insurance shall be underwritten by an insurer licensed to do business in
Colorado and rated by A M Best Company as "A"VIII or better Each policy shall contain a valid
provision or endorsement stating "Should any of the above -described policies by canceled or should any
coverage be reduced before the expiration date thereof, the issuing company shall send written notice to
the Weld County Controller, Purchasing Director, or Chief Information Officer by certified mail, return
receipt requested Such written notice shall be sent thirty (30) days prior to such cancellation or reduction
unless due to non-payment of premiums for which notice shall be sent ten (10) days prior If any policy is
in excess of a deductible or self -insured retention, County must be notified by the Successful bidder
Successful bidder shall be responsible for the payment of any deductible or self -insured retention County
reserves the right to require Successful bidder to provide a bond, at no cost to County, in the amount
of the deductible or self -insured retention to guarantee payment of claims
The insurance coverages specified in this Agreement are the minimum requirements, and these
requirements do not decrease or limit the liability of Successful bidder The County in no way warrants
that the minimum limits contained herein are sufficient to protect the Successful bidder from liabilities
that might arise out of the performance of the work under this Contract by the Successful bidder, its
agents, representatives, employees, or subcontractors The successful bidder shall assess its own
risks and if it deems appropriate and/or prudent, maintain higher limits and/or broader coverages The
successful bidder is not relieved of any liability or other obligations assumed or pursuant to the Contract
by reason of its failure to obtain or maintain insurance in sufficient amounts, duration, or types The
successful bidder shall maintain, at its own expense, any additional kinds or amounts of insurance that
it may deem necessary to cover its obligations and liabilities under this Agreement Any modification to
these requirements must be made in writing by Weld County
The successful bidder stipulates that it has met the insurance requirements identified herein The
successful bidder shall be responsible for the professional quality, technical accuracy, and quantity of
all materials and services provided, the timely delivery of said services, and the coordination of all
services rendered by the successful bidder and shall, without additional compensation, promptly
remedy and correct any errors, omissions, or other deficiencies
INDEMNITY' The successful bidder shall defend, indemnify and hold harmless County, its officers,
agents, and employees, from and against injury, loss damage, liability, suits, actions, or claims of any
BID REQUEST* B1800148 Page 7
T\
I
type or character arising out of the work done in fulfillment of the terms of this Contract or on account of
any act, claim or amount arising or recovered under workers' compensation law or arising out of the
failure of the successful bidder to conform to any statutes, ordinances, regulation, law or court decree
The successful bidder shall be fully responsible and liable for any and all injuries or damage received or
sustained by any person, persons, or property on account of its performance under this Agreement or
its failure to comply with the provisions of the Agreement, or on account of or in consequence of neglect
of The successful bidder in its methods or procedures, or in its provisions of the materials required
herein, or from any claims or amounts arising or recovered under the Worker's Compensation Act, or
other law, ordinance, order, or decree This paragraph shall survive expiration or termination hereof It
is agreed that the successful bidder will be responsible for primary loss investigation, defense and
judgment costs where this contract of indemnity applies In consideration of the award of this contract,
the successful bidder agrees to waive all rights of subrogation against the County its associated and/or
affiliated entities, successors, or assigns, its elected officials, trustees, employees, agents, and
volunteers for losses arising from the work performed by the successful bidder for the County A failure
to comply with this provision shall result in County's right to immediately terminate this Agreement
Types of Insurance The successful bidder shall obtain, and maintain at all times during the term of any
Agreement, insurance in the following kinds and amounts
Workers' Compensation Insurance as required by state statute, and Employer's Liability Insurance
covering all of the successful bidder's employees acting within the course and scope of their
employment Policy shall contain a waiver of subrogation against the County This requirement shall
not apply when a successful bidder or subcontractor is exempt under Colorado Workers' Compensation
Act , AND when such successful bidder or subcontractor executes the appropriate sole proprietor waiver
form
Commercial General Liability Insurance for bodily injury, property damage, and liability assumed under an
insured contract, and defense costs, with the minimum limits must be as follows
$1,000,000 each occurrence,
$2,000,000 general aggregate,
$2,000,000 products and completed operations aggregate,
$1,000,000 Personal Advertising injury
Automobile Liability: Successful bidder shall maintain limits of $1,000,000 for bodily injury per person,
$1,000,000 for bodily injury for each accident, and $1,000,000 for property damage applicable to all
vehicles operating both on County property and elsewhere, for vehicles owned, hired,,and non -owned
vehicles used in the performance of this Contract
Successful bidders shall secure and deliver to the County at or before the time of execution of this
Agreement, and shall keep in force at all times during the term of the Agreement as the same may
be extended as herein provided, a commercial general liability insurance policy, including public liability
and property damage, in form and company acceptable to and approved by said Administrator, covering
all operations hereunder set forth in the Request for Bid
Proof of Insurance: County reserves the right to require the successful bidder to provide a certificate of
insurance, a policy, or other proof of insurance as required by the County's Risk Administrator
in his sole discretion
Additional Insureds: For general liability, excess/umbrella liability, pollution legal liability, liquor
liability, and inland marine, Successful bidder's insurer shall name County as an additional insured
Waiver of Subrogation: For all coverages, Successful bidder's insurer shall waive subrogation
rights against County
BID REQUEST # 81800148 Page 8
Subcontractors. All subcontractors, subcontractors, independent contractors, sub -vendors, suppliers
or other entities providing goods or services required by this Agreement shall be subject to all of the
requirements herein and shall procure and maintain the same coverages required of Successful
bidder Successful bidder shall include all such subcontractors, independent contractors, sub -
vendors suppliers or other entities as insureds under its policies or shall ensure that all subcontractors
maintain the required coverages Successful bidder agrees to provide proof of insurance for all such
subcontractors, independent contractors, sub -vendors suppliers or other entities upon request by
the County
The terms of this Agreement are contained in the terms recited in this Request for Bid and in the
Response to the Bid each of which forms an integral part of this Agreement Those documents are
specifically incorporated herein by this reference
BID REQUEST# 3/800/48 Page 9
B1800148
SPECIFICATIONS AND/OR SCOPE OF WORK AND PROPOSED PRICING:
The ResellerNendor is encouraged to use creative and innovative packages to provide additional value to the
bid. Please describe your value add in your bid response. Weld County will award the proposal to the
reseller/vendor with the best offering deemed most advantageous to the county, price/cost being the primary
consideration. The determination of whether the bid is acceptable and meets the minimum requirements of
the solicitation is solely within the discretion of the County. Only OpenText Authorized Resellers should
respond to this Bid Request.
License Maintenance
Item Number
Item Description
QtY
Renewal Coverage
Start Date
Renewal Coverage
End Date
Line Item Cost
1000003678
APPLICATIONXTENDER
USER
(AX 8.1)
SERVER - 100 CC
1 (100
total
licenses)
1 -Jan -2019
31 -Dec -2019
$15713.71
10004987R
APPXTENDER 7 UPDATE ENABLER=IA
1
1 -Jan -2019
31 -Dec -2019
$0
1000005570
APPXTENDER 8 UPDATE ENABLER=IA
1
1 -Jan -2019
31 -Dec -2019
$0
1000003602
APPXTENDER IMAGE CAPTURE SERVER =IA
11
1 -Jan -2019
-
31 -Dec -2019
$847.31
1000003606
APPXTENDER
(AX 8 1)
OCR SERVER=IA
1
1 -Jan -2019
31 -Dec -2019
$308.11
1000004984
APPXTENDER
(AX 81)
XPLORE FULL TEXT SERVER=IA
1
1 -Jan -2019
31 -Dec -2019
$616.22
1000004982
APPXTENDER XPLORE FULL TXT 5CC USR
PK=UB
(AX 8.1)
19
(95 total
licenses)
1 -Jan -2019
31 -Dec -2019
$4390 60
1000003598
PEGASUS SCANFIX FOR APPXTENDER=MA
100
1 -Jan -2019
31 -Dec -2019
$1155 42
1000003666
AppXtender server - 3 cc users
1 (3 total
licenses)
1 -Jan -2019
31 -Dec -2019
$1278.66
1000003670
AppXtender server - 10 cc users
1 (10
total
licenses) ;
1 -Jan -2019
31 -Dec -2019
$3466.26
1000005214
AppXtender server — 5 cc users
1
1 -Jan -2019
31 -Dec -2019
$1155.42
1000023363
ApplicationXtender Protect Anytime
1
1 -Jan -2019
31 -Dec -2019
$30 81
1000004436
AppXtender Workflow mgr - 5 cc user packs
2 (10
total
licenses)
1 -Jan -2019
31 -Dec -2019
$1694.62
1000003702
Appxtender Proindex FT Server
1
1 -Jan -2019
31 -Dec -2019
-
$46217
1000003664
---rAAppxtender
Appxtender Server - 1 cc
1
1 -Jan -2019
31 -Dec -2019
$462.01
1000003664
Server - 1 cc
1
1 -Jan -2019
31 -Dec -2019
$462.01
1000003664
Appxtender Server - 1 cc
1
1 -Jan -2019
31 -Dec -2019
$462 01
1000004442
Appxtender wf mgr forms
1
1 -Jan -2019
31 -Dec -2019
$385 14
1000004444
Appxtender wf mgr server
1
1 -Jan -2019
31 -Dec -2019
$385.14
1
1000003602
Appxtender Image Capture Server
3
1 -Jan -2019
31 -Dec -2019
$231.08
1000003598
Pegasus Scan fix for Appxtender
6
1 -Jan -2019
31 -Dec -2019
$23.13
1000003598
Pegasus Scan fix for Appxtender — 5
2 (10
total
licenses)
1 -Jan -2019
31 -Dec -2019
$161.77
1000003608
Appxtender Proindex full text
1
1 -Jan -2019
31 -Dec -2019
$0
BID REQUEST # 81800148
Page 10
Sat.
Product Description
Renewal Coverage
Start Date
Renewal Coverage
End Date
Support Cost
Unlimited Telephone Support during{ ep normal business hours
,
1 -Jan -2019
31 -Dec -2019
Included
After business hours Support Costs (As Needed)
1 -Jan -2019
31 -Dec -2019
Included
Please append your standard service agreement to your bid response. Your service agreement should
specify the terms and conditions of your support including service hours, SLA's, and any additional
costs for after-hours support.
GRAND TOTAL of License Maintenance and Phone Support: $33,691.62
Contact Person: Mary Truslow
Email: mtruslow@co.weld.co.us
Phone: 970-400-2518
BID REQUEST # B1800148 Page 11
The undersigned, by his or her signature, hereby acknowledges and represents that:
1. The bid proposed herein meets all of the conditions, specifications and special provisions set forth
in the request for proposal for Request No. B1800148
2. The quotations set forth herein are exclusive of any federal excise taxes and all other state and
local taxes.
3. He or she is authorized to bind the below -named bidder for the amount shown on the
accompanying proposal sheets.
4. The signed bid submitted, all of the documents of the Request for Proposal contained herein
(including, but not limited to the product specifications and scope of services), the formal
acceptance of the bid by Weld County, and signature of the Chair of the Board of County
Commissioners, together constitutes a contract, with the contract date being the date of signature
by the Chair of the Board of County Commissioners.
5. Weld County reserves the right to reject any and all bids, to waive any informality in the bids, and to
accept the bid that, in the opinion of the Board of County Commissioners, is to the best interests of
Weld County. The bid(s) may be awarded to more than one vendor.
FIRM
BUSINESS
ADDRESS
Revolution Data Systems, LLC
70161 Highway 59, Suite G
CITY, STATE, ZIP CODE Abita Springs, LA 70420
TELEPHONE NO 985-888-0091
PRINTED NAME AND TITLE
FAX 985-888-0092 TAX ID # 47-3866543
Brant Rathe, President
SIGNATURE Z4'\trP.:IC---
E-MAIL brathe@revolutiondatasystems.com
**THE SUCCESSFUL BIDDER SHALL PROVIDE A W-9 IF NOT ALREADY ON FILE**
WELD COUNTY IS EXEMPT FROM COLORADO SALES TAXES. THE CERTIFICATE OF EXEMPTION
NUMBER IS #98-03551-0000. YOU DO NOT NEED TO SEND BACK PAGES 1 - 8.
ATTEST:
Weld Cdu
BY:
Deputy Cler
BOARD OF COUNTY COMMISSIONERS
WELD COUNTY, COLORADO
Steve Moreno, Chair
NOV 2 2 2018
APPROVED AS TO SUBSTANCE
or • ation Officer
BID REQUEST # B1800148
Page 12
Rev&uf ion
r
)(. )\/ )1 i
Standard Software Support
Services
This document describes the terms and conditions of Standard Software Support
Services between:
Revolution Data Systems, LLC
70161 Hwy 59, Suite G
Abita Springs, LA 70420
Phone: (985) 888-0091
Fax: (985) 888-0092
Hereafter referred to as "Revolution Data Systems" and:
Weld County, Colorado
Hereafter referred to as the "Client".
•h.
(A.) SCOPE OF COVERAGE
1 Revolution Data Systems Software Support consists of onsite, telephone, e-mail,
and remote access (VPN, GToMeeting, etc.) Software Support calls.
2. Basic Technical Support will be provided to Client only if Client is authorized to
receive Updates and is current on all payments due to Revolution Data Systems,
as applicable. Client requested visits to Client's site by Revolution Data Systems
not included in the scope of support under these Terms and Conditions and will be
charged separately at the then -current rate, plus living and travel expenses.
3. For all Software Support services provided by Revolution Data Systems that are
not covered in this document, whether provided in person, by telephone or by other
remote access options, Revolution Data Systems will present Client with a
Statement of Work detailing proposed services and associated costs.
Page 1 of 8 Version 2.1
(B ) REVOLUTION! DATA SYSTEMS RESPONSIBILITIES
1 For Basic Technical Support, Revolution Data Systems will receive and track
problems from authorized Technical Contact(s) via telephone, email, or onsite
visits Revolution Data Systems will use commercially reasonable efforts to
provide Technical Contact(s) with Technical Support consisting of telephone
assistance, e-mail, remote access (VPN, GoToMeeting, etc ), and access twenty-
four (24) hours per day, seven (7) days per week to web -based self-help and other
web -based resources
e Service Level Objectives During the Term of Maintenance hereunder,
Revolution Data Systems will use commercially reasonable efforts to meet the
following service level objectives and response times
Severity
Initial
Callback
Definition
Contact
Frequency ,
! Problem
Resolution
1 --
2 hours or
less
Severe problem preventing customer from
performing critical business functions
• Production data corruption (data
loss, data unavailable)
• Production System crash or hang
• Production System significantly
impacted
• Production System and/or data is at
high risk of potential loss or
interruption
• Production System workaround is
required immediately
, Daily
Continuous
Business
Days
2
4 hours or
less
Customer able to perform job function, but
performance is degraded or severely limited
• Production System adversely impacted
• Non -Production data corruption (data
loss, data unavailable)
• Non -Production System crash or hang
• Non -Production System and/or data is at
high risk of potential loss or interruption
• Non -Production System workaround is
required immediately
• Test and/or Development System is
inoperative _ _
Every other
day
Continuous
Business
Days
3
1 business
day or less
Customer performance or job function is largely
unaffected
• Production, Test, or Development
System has encountered a non -critical
problem or defect and/or question have
arisen regarding product use
Weekly
As Required
Business
Days
4
2 business
days or less
Minimal System impact Includes feature
requests and other non -critical questions
• No customer business impact
• Requests for enhancements _
Monthly
As Required
Business
Days
Page 2 of 8
Version 2 1
2 Revolution Data Systems does not support (I) modified or damaged Software or
any portion of the Software incorporated with or into other software, (ii) Software
that is not the then -current release or the immediately previous sequential minor
release Software versions older than the previous minor release, but are still
supported by the manufacturer, may still be supported upon the discretion of
Revolution Data Systems, (iii) problems caused by Client's negligence, abuse or
misapplication, use of the Software other than as is specified in the applicable user
documentation, or other causes beyond the control of Revolution Data Systems,
or (iv) problems caused by any hardware or software that is not supported by
Revolution Data Systems Revolution Data Systems will not be responsible for the
cost of any changes to Client's hardware or software which may be necessary to
use the Software due to a Workaround or Update
3 Updates to the Software are available to the Client upon payment of the Client's
annual maintenance fee to Revolution Data Systems, as they become available,
during the Term of Client's authorized administrative contact Revolution Data
Systems does not cover software installations or version upgrades performed by
end user personnel unless previously approved in writing by the management of
Revolution Data Systems Technical Support Department Installation of updates
or version upgrades can be purchased based on the prevailing daily rate of
Professional Services A Statement of Work (SOW) will be presented to the Client
with a summary of tasks and associated charges before any work commences
4 Support for Workflow products is strictly limited to the support of the functionality
of the software All support for workflow maps and coding/programming is
considered a billable support call, and a purchase order must be provided prior to
the commencement of this type of support This support can be purchased based
on the prevailing daily rate of Professional Services A Statement of Work (SOW)
will be presented to the Client with a summary of tasks and associated charges
before any work commences
5 It is at the sole discretion of Revolution Data Systems to decide when a support
call becomes a billable PS event
(C.) CLIENT RESPONSIBILITIES
1 The Client understands and agrees that proper operation of the system is
dependent on their having a properly configured computer and operating system,
a compatible data/image format conforming to commonly accepted industry
standards, properly connected and compatible input cables, and adherence to the
minimum configurations set forth in the System Proposal or recommended by the
software developer
2 Client agrees to ensure that they perform regular System backups
Page 3 of 8 Version 21
3 Client agrees to ensure that Technical Contacts be trained and knowledgeable in
the use of all applicable Software and keep such Technical Contacts trained in all
current releases of the Software
4 Subject to the Client's reasonable security requirements, Client agrees to provide
Revolution Data Systems with access to and use of all information and system
facilities, including user IDs and passwords, as reasonably determined necessary
by Revolution Data Systems to provide timely support pursuant to the terms herein
5 Revolution Data Systems Software Support does not include customization,
application design/setup, or programming If furnished, support of the
aforementioned items will be invoiced at Revolution Data Systems then current
rates for such services
6 Existing or Buyer supplied Hardware/Software must be in good working condition
on the commencement date of Revolution Data Systems Software Support and
throughout the coverage period
(D ) CLIENT NOTIFICATION PROCEDURES
1 In the event of a System malfunction, the Client shall document and make available
any error messages or codes generated by the System This documentation shall
be maintained by the Client's authorized technical point of contact The
documentation must be kept at the Client's location for reference
2 Once the Client has determined that Revolution Data Systems Software Support
may be necessary, Client will contact Revolution Data Systems and request
system support The Client will need to provide the System Serial Numbers (if
applicable), a complete and concise description, including all pertinent details of
the problem, software product name and version, and relevant operating system
or platform information, as well as what activities were being performed prior to the
malfunction, and what, if any, corrective action was taken by the Client
(E.) SPECIFIC EXCLUSIONS
The following items are specifically excluded from the terms and conditions stated in
this document, and the responsibility for performing these functions rests solely with
the Client
1 HARD DISK Disk surface test and integrity analysis, Disk defragmentation,
Virus scanning and protection
2 TAPE DRIVE Head Cleaning, Head Cleaning Kit
3 DATABASE INTEGRITY Routine database or index file rebuilds, database
restoration from backup source
Page 4 of 8 Version 2 1
r
4 BACKUP OF DATA, IMAGES, PROGRAMS, SYSTEM FILES Performing
regular backups to tape or optical, as applicable, Testing the integrity of the
backup media and data/images, as well as the System's ability to restore data
from a backup source, Safe and proper storage of the backup media
5 The terms and conditions set forth in this document do not cover data entry or
recovery, database editing or recovery, image recovery, or index rebuilds
beyond the initial installation and testing period
6 The terms and conditions set forth in this document do not cover software
installations or version upgrades performed by end user personnel unless
previously approved in writing by the management of Revolution Data Systems
Technical Support Department
7 The _terms and conditions set forth in this document do not cover service,
repairs, parts or travel necessary because of accident, misuse, modification,
abuse, neglect, theft, vandalism, electrical power failure or fluctuation,
alteration, fire, water or other casualty, acts or omissions in performance by
non -Revolution Data Systems personnel, malfunctions of parts, attachments or
programs not supplied and installed by Revolution Data Systems, aging,
obsolete or incompatible Hardware or Software not supplied and installed by
Revolution Data Systems, or the use of inferior or incompatible parts or
supplies as determined by Revolution Data Systems
8 The terms and conditions set forth in this document do not cover storage media,
including but not limited to, optical disks, CD's, disks, tapes, etc
9 The terms and conditions set forth in this document do not cover new feature
requests of custom Revolution Data System's code which were not part of the
initial requirements with the Client and Revolution Data Systems
10 The terms and conditions set forth in this document do not cover modifying
features of custom Revolution Data System's code that is already deployed, in
production, and has been signed -off as complete by the Client
(F.) GENERAL
1 Revolution Data Systems Software Support term is 12 (twelve) months from
the support anniversary date Revolution Data Systems will send a renewal
reminder to the Client that includes the charge for the next 12 (twelve) month
period at the then prevailing rate This renewal will also serve as an invoice if
Client chooses to renew support
Page 5 of 8 Version 2 1
2 Revolution Data Systems Software Support is not assignable and may be
canceled by Revolution Data Systems upon written notice to the Client if the
System is sold, leased, moved or transferred to another location or entity
3 The terms and conditions set forth in this document constitute Revolution Data
Systems Software Support with respect to the subject matter hereof, and no
representation, either written or oral, will be of any force or effect unless
specifically set forth in these terms and conditions No amendment or waiver of
these terms and conditions may be made except in writing
4 Revolution Data Systems will not be responsible for delays or inability to service
caused, directly or indirectly, by strikes, accidents, climactic conditions, or other
reason of a like or dissimilar nature beyond its control In no event will
Revolution Data Systems be liable for loss of profits or special, indirect or
consequential damages arising from use of, or inability to use the System or
related documentation
5 The offering of Revolution Data Systems Software Support, in and of itself is
no guarantee that the System is suitable for the Customer's purposes, or
whether the System will achieve the Customer's intended results This
paragraph is not intended to diminish or alter any representations or warranties
with respect to the performance, ownership or design of the System, or support
of the software made elsewhere in these terms and conditions or otherwise by
Revolution Data Systems
6 Revolution Data Systems liability in case of non-performance herein will be
limited to the Annual Software Maintenance Renewal Charge
7 Revolution Data Systems custom code/applications/APIs created as a specific
deliverable, usually done in accordance with a mutually approved Statement of
Work between Revolution Data Systems and Client
a Revolution Data Systems will support custom code/applications/APIs
written by Revolution Data Systems The Revolution Data System's
support/development team will work to resolve issues until the problem
is resolved following the Service Level Objective guidelines in section
(B)1 of this document
b Revolution Data Systems will support revising minor custom code
changes of custom code/applications/API integrations when the Client
upgrades the host application, provided that code changes do not
constitute a "major" re -write in order for the integration to function
properly Whether a host application manufacturer has enacted a major
rewrite will be discussed jointly between Revolution Data Systems and
Client, however, the final determination will be at the sole discretion of
Revolution Data Systems Examples of minor code revisions include,
Page 6 of 8 Version 2 1
but are not limited to: Parameter changes, database changes, website
page modifications, and/or URL changes.
c. Revolution Data System's will support revising minor custom code
configurations of Revolution Data custom code integrations where Client
environment changes must be performed and will prevent the custom
integration from working properly. Client Environment changes may
include, but are not limited to: OS updates, firewall and/or security
changes.
(G.) PROCEDURES
1 Payment of Revolution Data Systems Software Support charge entitles the
Client to contact a trained Revolution Data Systems Software Support
representative with questions regarding our products. Our courteous support
team may be reached via telephone and e-mail.
2. Every Client with an active Revolution Data Systems Software Support contract
may request upgrades within the then current yearly term.
3. Revolution Data Systems Software Support Services: When contacting
Revolution Data Systems Support Services department, please be sure to have
the following information: company name, the product in question, the product
version you are using, and the nature of issue you are experiencing.
4. Normal Technical Support Hours of Operation is defined as Monday thru
Friday, excluding holidays, between 7:00AM and 6:00PM. Support during these
hours of operation is available to each Client based on the Central U.S. time
zone. Phone: (985) 888-0091.
5. E-mail: Feel free to e-mail our support department
(supportrevolutiondatasystems.com), 24 hours/ 7 days.
6. After-hours Support is defined as requested support outside of Normal
Technical Support Hours of Operation (as defined above). For after-hours
support please email support@revolutiondatasystems.com. Expected
response time is within two hours of the initial email to Revolution Data Systems
Client Support Services. Revolution Data Systems Client Support Services
department reserves the right to reconsider the severity of the after-hours
support issue and determine if the issue is an emergency. If it is not considered
an emergency, a return call during Normal Technical Support Hours of
Operation will be recommended. After-hours support is included at no
additional charge to Client.
Page 7 of 8 Version 2.1
7 Online Services Clients with annual Revolution Data Systems Software
Support have access to support files from both the Metasource and Vendor
web/FTP sites Available files include tech notes (technical bulletins updated
monthly), product release histories, and various third -party software
8 Software Updates All software updates are processed on a request and
receive basis Clients may contact Revolution Data Systems support
department to receive all software updates Upgrades may be downloaded
from Metasource's FTP site Clients must first call Revolution Data Systems
support team for the current password Please be able to provide an end user
company name, the software version and product serial number
9 Remote Support Revolution Data Systems strongly suggests that every Client
obtain Remote control software (i e GoToMeeting, VPN, GoToMeeting, etc )
or provide alternative means to use for technical assistance These products
are necessary in order for Revolution Data Systems support team to assist you
remotely With Remote control software our technicians can access your
system directly and fix most problems with little or no user intervention It also
serves as a learning, process since the end user sees all functions as they
occur
10 System While Revolution Data Systems can assist you with any question
relating to our software products, proper system maintenance by the user can
greatly improve system reliability and performance General system
maintenance should include database maintenance, preventative maintenance
of applicable hardware, and version updates of third party software with any
application service packs
i
Page 8 of 8 Version 2 1
,
MEMORANDUM
TO: Esther Gesick, Clerk to the Board
November 1, 2018
FROM: Ryan Rose, Chief Information Officer k
SUBJECT: B1800148, OpenText ApplicationXtender Maintenance 2019
BOCC Approval Date: November 7, 2018
Bids were received and opened on October 19, 2018 for OpenText ApplicationXtender Maintenance
2019. Four bids were received ranging from $25,573.05 to $41,664.72. Attached is the bid
tabulation for your information.
The Information Technology staff reviewed the bids. Zivaro, Inc. from Denver, CO proposed the
lowest cost for maintenance at $25,573.05, however, because it did not include all licenses or
support, it did not meet the required functionality documented in the bid process. Revolution Data
Systems from Abita Springs, LA proposed the second lowest cost for maintenance at $33,691.62 and
met the required functionality documented in the bid process.
With the above information, I recommend the Board award the OpenText ApplicationXtender
Maintenance 2019 to Revolution Data Systems for a total amount of $33,691.62.
o1($_3qt°
-170CX5-7
1
MEMORANDUM
Bids were received and opened on October 19, 2018 for OpenText ApplicationXtender Maintenance
2019. Four bids were received ranging from $25,573.05 to $41,664.72. Attached is the bid
tabulation for your information.
The Information Technology staff is reviewing the bids and will return with an award recommendation
on November 7, 2018.
2018-3410
.41
T T&ool
DATE OF BID:
REQUEST FOR:
DEPARTMENT:
BID NO:
PRESENT DATE:
APPROVAL DATE:
October 3, 2018
OpenText ApplicationXtender Maintenance 2019
INFORMATION TECHNOLOGY
#B1800148
October 24, 2018
November 7, 2018
BIS (Business Imaging Systems)
13900 N. Harvey Ave
Edmond, OK 73013
Revolution Data Systems
70161 Highway 59, Suite G
Abita Springs, LA 70420
Kofile
6300 Cedar Springs Road
Dallas, TX 75235
Zivaro, Inc.
990 S. Broadway, Suite 300
Denver, CO 8O209
** Bids are being reviewed at this time by dept.**
AppXtender License Maintenance
Service & Support - Standard
(Unlimited remote and telephone support during normal
hours — 7am-7pm CST; onsite support $225/hr)
AppXtender License Maintenance
Service & Support
(Unlimited remote and telephone support during normal
hours — 7am-6pm CST and after business hours for
issues deemed by Client Support Services to be an
emergency)
AppXtender License Maintenance
Service & Support
(Unlimited remote and telephone support during normal
hours-8am-5pm)
AppXtender License Maintenance
Service & Support
mtruslow@weldgov.com
$40.707.26
Included with license maintenance.
If after hours cost will be
a. $225 per hour
$33,691.62
Included with license maintenance. If
after hours cost will be included if it is
deemed by Client Support Services to
be an emergency)
$41,664.72
Included with license maintenance.
If after hours cost will be
@ $625.00 per incident (2 hours
included: $312.50 per hour thereafter
$25,573.05
Support not included.
$40,707.26
$33,691.62
$41,664.72
$25,573.05
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